United Nations University United Nations Development Programme UNU Atlas Implementation Project...

United Nations UniversityUnited Nations UniversityUnited Nations Development ProgrammeUnited Nations Development Programme

UNU Atlas Implementation ProjectUNU Atlas Implementation ProjectAtlas Briefing Sessions – TokyoAtlas Briefing Sessions – Tokyo9 - 13 Mar 20099 - 13 Mar 2009

Requisitions, POs, Vouchers, and Transition Activity

RequisitionsRequisitions

• Requisitions can be entered into Atlas for any 2009 activity• Includes both travel (i.e. PT-8/PT-8M) and standard goods and services

procurement• Must be approved by certifying officer

– Remember to notify certifying officer via Notify option

• Requisitions (pre-encumbrance) do not count against available budget• 2008 obligations and 2009 transition period activity for which obligation

was recorded in FBPMS does not require a requisition to be recorded in Atlas– Certifying officer approval already obtained via signed request form as part of

existing FBPMS process

Purchase OrdersPurchase Orders

• Purchase orders are generally not created directly– Copied from a Purchase Order

– Released from a Procurement Contract

– Exception is FBPMS transition activity

• Generally, Buyers and HR will create POs– General Users (requesting units) do not have access rights

• VAT (and other government reimbursable taxes paid)– VAT can be included on PO if known or can be added as line once voucher is

created for disbursement

– VAT treated as receivable from government

– Use GL account code 14056 with operating unit and fund 02000

Purchase Orders – 2008 ObligationsPurchase Orders – 2008 Obligations

• Purchase orders are required to be entered into Atlas for all– 2008 obligations that remain open after 31 Mar 2009

– 2009 obligations processed on a transition basis in FBPMS (regardless of status after 31 Mar 2009)

• POs created (based on Contracts) for 2008 Obligations in Atlas should reflect:– PO Date of 31 Dec 2008

– Accounting Date of 31 Dec 2008

– GL Account of 21015

– Fund Code of 02100 (Core Pre-Atlas ULO) or 10100 (Non-core Pre-Atlas ULO)

– Operating Unit, Department, Project, Activity, and Donor (Non-core)

• Amount of PO will not be recorded in the GL or encumbered in Commitment Control since already recorded in 2008 in FBPMS as obligation

Purchase Orders – Transition PeriodPurchase Orders – Transition Period

• Requisition is not required if obligation was recorded and processed in FBPMS

• PO is entered by directly inputting on Add/Update PO or Express PO page

• Header– PO Date –FBPMS Date of Effect– Accounting Date – FBPMS Date of Effect– Buyer – Individual who processed procurement process or travel in FBPMS– PO Ref

• FBPMS- followed by FBPMS obligation number (e.g. FBPMS-HQ-2008-POD-O-00020)

• Header Defaults– Can optionally use to enter default distribution if single distribution for entire

PO

• Line– Item Category – As appropriate– Description – As appropriate– Unit Price, Quantity, Amount – Same as FBPMS– Amount only flag – if applicable

Purchase Orders – 2008 and Transition Purchase Orders – 2008 and Transition PeriodPeriod

• Schedule– Ship To Location

• Distribution– ChartFields per table on next page

– Location

– Budget Date – Same as Accounting Date (default)

– Asset Business Unit and Asset Profile• Only if procurement meets asset guidelines• Can be entered later manually

Purchase Orders – DistributionPurchase Orders – Distribution

• Transition period dist

Account Operating Unit

Fund Code

DeptId Project/Activity

Donor

2008 CoreObligation

21015 6xx 02100 Varies Varies Blank

2008 Non-Core Obligation

21015 6xx 10100 Varies Varies Varies

2009 Core Obligation

7xxxx* 6xx 0xxxx Varies Varies Blank

2009 Non-core Obligation

7xxxx* 6xx 1xxxx Varies Varies Varies

Third Party Funded Amounts

14155 6xx 02000 Varies Varies Third Party

* Leave blank to derive proper value based on item category/contract type

Purchase Order Approval and Budget Purchase Order Approval and Budget CheckCheck

• All Purchase Orders must be approved by approving officer– Should verify all details before approving and ensure procurement is

according to UNU and UN policies and procedures

– Approvals include 2008 obligations and 2009 transition period activity

• For transition period activity, verify details in Atlas have been set up according to FBPMS details before approving in Atlas – Approver in Atlas does not have to represent approving officer who signed

original FBPMS obligation document

• Budget Check– Prior year obligation POs (those against 21015) are not checked against

budget and will be automatically marked as valid

– POs against expenditure accounts (7xxxx) will be checked against available budget and marked valid if funds available

• If funds not available, must override or select different budget

ReceiptsReceipts

• Receipts generally required for:– Standard goods and services procurement

– Airline tickets

– Contracts for Services other than PSA

• Receipts not required for:– PSAs

– DSA/Terminals

• POs for 2008 obligations– Should follow same rules as new 2009 activity

– Receipts will need to be recorded for amounts disbursed via voucher during transition period, otherwise, match exception will require override

– Should generally create receipts for transition period receipts based on signed receiving form

– Receipts do not exist in FBPMS, so no need to record FBPMS reference in Atlas

VouchersVouchers

• If voucher is tied to a PO, information that needs to be updated/reviewed after copy from PO and/or receipt includes:– Invoice Date

– Accounting Date (if different from current date)

– Invoice Id

– Bank Defaults (Source Bank)

– Review of ChartFields and Amounts on lines copied from POs

• VAT (and other government reimbursable taxes paid)– If not included on PO, add non-PO line to voucher with the + on the line level

– VAT treated as receivable from government

– Use GL account code 14056 with operating unit and fund 02000

– Credit from government later recorded as miscellaneous deposit

Voucher Source Bank (Bank Defaults)Voucher Source Bank (Bank Defaults)

• Need to ensure proper source bank (Bank Code and Bank Account Key) selected on Bank Defaults link

• System selects appropriate default automatically by business unit and/or vendor

• If change currency, must go into Bank Defaults to select the proper account based on the payment currency

• UNDP source banks can be selected once UNU is added to UNDP pay cycles– Replaces existing ASR mechanism

– Should contact local UNDP office before approving voucher so they are aware of payment request

Vouchers – Transition PeriodVouchers – Transition Period

• Vouchers must be recorded for all transition period activity (Jan to Mar 2009) recorded and processed in FBPMS

• Manual payments recorded against vouchers to reflect payment based on FBPMS as payment source– Important to ensure transition period vouchers are not picked up in the Atlas

Pay Cycle

– Whoever runs pay cycle should review upon Payment Selection to ensure any vouchers with FBPMS in Invoice Id are excluded

• Header– Invoice Date and Accounting Date – FBPMS Date of Effect

– Invoice Id• FBPMS- followed by FBPMS voucher number (e.g. FBPMS-HQ/D/2009/02/0633-00)

• Line– Description – As appropriate– Unit Price, Quantity, Amount – Same as FBPMS

Vouchers – Transition PeriodVouchers – Transition Period

• Distribution– Appropriate ChartFields

• Account 21015 and fund 02100 or 10100 if charged against 2008 obligation• Appropriate expenditure account (7xxxx) entered for all others

– Budget Date – Same as Accounting Date (default)

Voucher Matching, Approval, and Budget Voucher Matching, Approval, and Budget CheckCheck

• Matching runs three times a day• Match exceptions must be resolved if present• Most common exception is “no receipt”• Vouchers can only be approved once matched to Purchase Orders• All vouchers must be approved, regardless of whether PO or non-PO

related• Use query UNU_VOUCHERS_AWAITING_APPROVAL to assist in

approval– Shows all relevant details for review (including source bank) for vouchers that

are awaiting approval

• Review for PO vouchers should be minimal given that the PO has already been approved by the Approving Officer– Should focus on source bank, non-PO lines, and final check of ChartFields

• Approver should ensure transition period activity contains FBPMS reference in Invoice Id field

Voucher Matching, Approval, and Budget Voucher Matching, Approval, and Budget CheckCheck

• Budget check must be completed after matching• Vouchers against 2008 obligations (account 21015) are marked as valid

automatically after budget check• One vouchers is matched, approved, and budget checked valid, it can be

picked up for posting and/or paid through the pay cycle

Vouchers – Transition Period – Manual Vouchers – Transition Period – Manual PaymentsPayments

• Manual payment should be recorded for any transition period activity already paid with FBPMS as the payment source

• Select source bank on Bank Defaults if not already set properly• Change Payment Action from Schedule to Record on Payments tab

– Enter Accounting Date and Payment Date as value date with bank

– Enter Payment Reference as check number or transaction reference number with bank

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